Administrative Assistant (Part-Time)

Greenville-Pitt County Chamber of Commerce; Greenville, Northern (NC, KY); Hybrid; USD 21,000 - 28,000; Part time

Job summary

Greenville-Pitt County Chamber of Commerce seeks a Part-Time Administrative Assistant to support the Executive Director and staff. Responsibilities include preparing board minutes, managing invoices, and maintaining financial records in QuickBooks and Dropbox.

Additional duties involve drafting contracts for sponsors and events, organizing files, processing payments, and coordinating with city contracts and subscriptions as needed.

Responsibilities

• Provide administrative support to the Executive Director and staff.
• Prepare board minutes and agenda packets for board and committee meetings.
• Create, track, and manage all organizational invoices using the established numbering system and Invoice Tracking spreadsheet in Dropbox.
• Perform weekly QuickBooks transaction coding to maintain accurate and current financial records.
• Finalize monthly coding report and export monthly coding, Stripe transaction reports, and SpotOn transaction reports at the end of each month.
• Download and organize monthly bank statements for the operating and checking accounts
• Organize and maintain all monthly financiales in physical and digital expense and income FY Binders.
• Draft and manage all sponsor, entertainment, and event-specific contracts in coordination with the Executive Director.
• Maintain organized digital files in Dropbox including event records, contracts, marketing assets, and financial documents.
• Check the organizational email regularly and process incoming invoices and payments.
• Track and manage all recurring auto-draft and manual monthly payments.
• Support the Executive Director with City of Greenville contract renewals, Council presentations, and invoice submissions.
• Manage annual subscription renewals for Eventeny, Greenvelope, and other organizational platforms.
• Maintain the organizational Logins spreadsheet in Dropbox to ensure all system credentials are current.
• Other duties as assigned by the Executive Director.

Job description

Reports To: Executive Director
Status: Part-Time (20 hours a week)
Hours: Monday-Thursday | 9:00 a.m. - 2:00 p.m.
Hours may vary depending on nights, weekend and holiday event schedule
Hiring Range: $15.00 - $20.00 hourly

ADMINISTRATIVE DUTIES

• Provide administrative support to the Executive Director and staff.
• Prepare board minutes and agenda packets for board and committee meetings.
• Create, track, and manage all organizational invoices using the established numbering system and Invoice Tracking spreadsheet in Dropbox.
• Perform weekly QuickBooks transaction coding to maintain accurate and current financial records.
• Finalize monthly coding report and export monthly coding, Stripe transaction reports, and SpotOn transaction reports at the end of each month.
• Download and organize monthly bank statements for the operating and checking accounts
• Organize and maintain all monthly financiales in physical and digital expense and income FY Binders.
• Draft and manage all sponsor, entertainment, and event-specific contracts in coordination with the Executive Director.
• Maintain organized digital files in Dropbox including event records, contracts, marketing assets, and financial documents.
• Check the organizational email regularly and process incoming invoices and payments.
• Track and manage all recurring auto-draft and manual monthly payments.
• Support the Executive Director with City of Greenville contract renewals, Council presentations, and invoice submissions.
• Manage annual subscription renewals for Eventeny, Greenvelope, and other organizational platforms.
• Maintain the organizational Logins spreadsheet in Dropbox to ensure all system credentials are current.
• Other duties as assigned by the Executive Director.